A receptionist could once do a competent job using just a telephone and a typewriter, but modern technology has expanded the skill set for the job considerably. Mastering an array of office equipment is important in a small business where you may take on a wide range of tasks, and can help to prepare you to move into other roles, such as administrative assistant.

Telephone

The most obvious piece of equipment a receptionist uses is a telephone, but there is a lot of variety in types and styles, from phone systems with a few lines to switchboards with multiple lines. When you're familiar with the basic features of business phones, such as transferring and conference calls, it's just a matter of learning how it's done on each system. Larger companies, or those with a high volume of calls, sometimes use computer telephony integration, which connects telephones to computer software programs. Headsets that allow hands-free phone operation are convenient for busy receptionists.

Computer

Receptionists make extensive use of computers and basic office software programs, such as word processing for preparing correspondence, memos or meeting minutes. A typical duty is to monitor the whereabouts of employees so telephone calls can be handled efficiently. It's essential to know calendar programs for tracking employees, scheduling conference rooms and sending meeting invitations. A high level of comfort with e-mail is also necessary. Knowledge of spreadsheets, graphics systems, desktop publishing or accounting software can increase your worth to your employer.

Document Processing

Copy machines are rarely simple in the modern world. Integration of technology enables them to handle multiple functions, such as printing, scanning, copying and faxing. Many companies hook their all-in-one machines into the office computer network so that separate machines aren't needed for each employee. Advanced machines can also e-mail documents. Not all offices have such fancy equipment, so be prepared to handle separate machines for faxing and copying. The last piece of equipment a document is likely to see is a shredder. You may be asked to shred sensitive papers or monitor sealed shredders maintained by an outside service.

Other Equipment

The equipment you will use as a receptionist will vary widely depending on your company and its needs. Larger firms have administrative assistants who may transcribe documents from dictating machines or run a postage meter for outgoing mail. You should be prepared to do these things in smaller firms. Be comfortable with a calculator and familiarize yourself with any other pieces of equipment your employer may have, such as binding machines for reports and audio/video equipment.

About the Author

Since 1997, Maria Christensen has written about business, history, food, culture and travel for diverse publications, including the "Savannah Morning News" and "Art Voices Magazine." She authored a guidebook to Seattle and works as the business team lead for a software company. Christensen studied communications at the University of Washington and history at Armstrong Atlantic State University.